The Busy Contractor’s Guide to Construction Management Software

Do the words ‘tech stack’ make you hyperventilate? Breakthrough Academy will have you breathing easy with this overview of the platforms used most by our elite contractors.

What to remember when tackling your tech stack

• The right software is only half the equation. Before you start buying fancy tools, you’ve got to put good business management practices in place.
• If you’re drowning in disorganized SOPs and spreadsheets… it’s time to transition to a tech solution.
• Construction companies face unique challenges. Where possible, choose software that understands your industry.
• The number of software solutions out there is ENDLESS. You don’t need to implement everything all at once. The trick is really just getting the combination right.

What is the best project management software for my construction business?

Project management is pivotal to running a successful construction company, which is why we’re covering it first. It’s worth noting that the best project management tools in the world won’t help you much if you don’t have a solid grasp of project management principles. Assuming you’ve got that covered, then good tech will help your team be more productive and less stressed. Which means fewer headaches for you too.

These are the most popular platforms we see used by construction project managers who need to keep tabs on construction workflows and easily find documents, particularly when in the field. 

Buildertrend

Buildertrend is an all-in-one PM tool ideal for home builders and remodelers. Often touted as the “Procore of residential,” it includes many of the same features, while being a bit easier on your bottom line than ProCore.

With Buildertrend you can:

• Keep tabs on every aspect of your job, ensuring projects are completed on time.
• Leverage upgraded budgeting functionality so costs don’t spin out of control.
• Manage subcontractors, including assigning them tasks and tracking their progress.
• Stay on top of change orders and maintain strong communication with your customers.
• Use AI-features to quickly create customer communication, including daily logs and weekly summaries.

Procore Project Management

Procore’s Project Management product is designed to help oversee the entire project lifecycle, and is ideal for construction companies handling sizable commercial projects (think hospital builds).

However… 🤫Here’s a little pro tip for you: If you have grand visions to scale to that level, but aren’t there yet, it could be worth investing in this tool now so you’re ready when you get there. 

Some of Procore’s heavy-hitting features include: 

• It’s an integration superpower, able to connect to many other systems across your business, such as your accounting and CRM platforms. 
• It’s highly customizable, though can be quite complex to set up so you’ll likely want to ensure your team members are properly trained on it.
• New AI-based functionality allows for advanced analytics of project data, which is useful for business decision-making.

JobTread

A user-friendly platform, JobTread is great for small and mid-sized construction companies that want one-stop help with managing the entire job lifecycle, from pre-construction right through to closeout. 

Knowify

With its straightforward integration with QuickBooks, Knowify excels at helping construction contractors keep their project costs under control, including purchases and change orders, as well as manage subcontractors.

BuilderMT

BuilderMT is designed for homebuilders focused on volume, overseeing replicable projects. Its templates help streamline tasks, with automations for estimating, purchasing and scheduling, and it integrates well with homebuilding ERP systems.

How can I incorporate AI into my construction PM software?

Many PM applications, including Procore and Buildertrend, are developing AI functionality into their platforms already. That said, the AI landscape is ever shifting and there are more bespoke tools being developed for the construction industry all the time.

Here’s a rundown of how AI is impacting some of the elements of construction project management:

• Construction project scheduling and planning – Platforms such as ALICE Technologies and nPlan use machine learning to provide predictive analysis that helps big companies mitigate risks and create more accurate schedules for complex projects. 
• Procurement and bidding – This is a growing area that uses AI assistants, like Scalera, to handle repetitive admin tasks during these construction phases.
• Preconstruction – AI tools, like Digs and Trunk Tools, can help homebuilders keep the design on track with centralized document management.
• Construction project workflows – Many of the popular AI assistants we’re already familiar with in our everyday lives, like ChatGPT and Claude, are being used by construction companies to save time on things like summarizing RFIs or drafting emails. And most productivity suites, like Microsoft 365 and Google Workspace, have embedded AI assistants that can automate many workflow activities. CompanyCam uses AI features to help PMs keep an eye on their sites in real-time.

What is the best estimating software for my construction business? 

Being able to supply customers with accurate quotes goes a long way towards winning work, solidifying a stellar reputation and planning projects effectively.

The best estimating tool for your business comes down to your specific needs and there are many to choose from. Beyond the ones included below, some platforms previously mentioned, such as ProCore and JobTread, also have built-in estimating takeoffs.

Buildertrend

Buildertrend is a great fit for residential builders who want their estimates directly tied to their project management. It basically keeps everything you need in one place, which is hugely convenient for PMs handling multiple demanding projects.

RSMeans

RSMeans helps design-build contractors or public sector-focused construction companies create accurate estimates with cost data that’s both heavily researched and takes location into account.

1build

For small or mid-sized contractors who want access to a reliable cost database, without the expense of maintaining their own, 1build offers just that, including material and labor pricing that’s updated automatically to keep pace when the market moves.

PlanSwift

For construction trade subcontractors who need to work quickly, PlanSwift provides digital takeoffs with easy click-and-drag functionality, and the ability to make customizations to suit your setup.

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For contractors who require more comprehensive estimating, including takeoff functionality, they may want to consider the following:

• ProEst – The ProEst cloud-based platform is a popular choice for large construction firms handling complex projects, as it includes robust database management.
• STACK – STACK is also cloud-based and includes dual takeoff and estimating functionality, known for being fast and user-friendly.

How can I incorporate AI into my estimating toolkit?

AI functionality is developing vastly in the construction estimating space, with apps like Togal allowing contractors to produce quotes more quickly and with greater accuracy through advanced automated interpretation of drawings and other project documents. BlueBeam has also developed AI features into their takeoff and estimating software for construction contractors.

What is the best time tracking software for my construction business?

Being able to accurately keep track of your field crews is a key aspect of running a smooth project, and it also allows you to put together useful job costing numbers after delivery.

Amongst the construction contractors Breakthrough Academy has worked with over the years, there is a clear front-runner when it comes to time tracking apps.

BusyBusy

BusyBusy meets the needs of construction projects well, with GPS features and budget integrations, plus much more. In this episode of Contractor Evolution, Isaac Barlow explains how their app can actually make your team EXCITED about time tracking. No joke.

We’d be remiss not to mention a few other players that also offer tracking in real time and functions to ensure you meet your construction project timelines:

• WorkYard
• ClockShark

Finally, one other option worth exploring is QuickBooks Time, as it could be good for contractors who have specific needs around integrating with their payroll system.

What is the best accounting software for my construction business? 

At Breakthrough Academy, we’re huge advocates for construction business owners using dependable financial tracking systems. There are a few bookkeeping platforms our contractors favor for budget management and cost control. Which one is best for you depends on your company’s needs.

Small to mid-sized construction companies 

QuickBooks

QuickBooks is a popular choice as it has been designed with an understanding of construction’s unique complexities and it integrates easily with many other platforms. 

You can learn how to optimize this versatile software in this episode of Contractor Evolution with Nate Flake who works at QuickBooks (well, technically Intuit).

Adaptive

QuickBooks add-on, Adaptive, makes tracking costs a breeze, helping you – and your subs! – avoid misplacing receipts or overlooking expenses. The app also incorporates AI, making coding and other associated back-office work less time consuming.

In this podcast episode, you can hear a real-world tale about one Breakthrough Academy contractor’s experience using Adaptive to protect their margins.

Large construction companies with complex projects

For those contractors who need a more robust platform with additional functionality specialized for the construction industry, here are two other options:

• Sage 
• Foundation Software

These applications will require a heavier lift initially for implementation and training, which shouldn’t necessarily be a deterrent, just something to keep in mind.

What is the best CRM software for my construction business?

Customer Relationship Management (CRM) platforms are vital tools for your sales and marketing teams as they consolidate activities and data on current and prospective customers. 

Here are the ones our construction contractors most often gravitate towards.

Buildertrend

Ah… Buildertrend, we meet again. And for good reason. The platform’s construction-focused CRM features allow residential builders to track their customers’ journeys on projects from lead through to delivery.

JobTread

JobTread is a popular option for small-ish and mid-sized contractors who need to be more cost-conscious. It can integrate easily with your various lead capture methods via Zapier and automatically updates customer statuses as they progress through a construction project.

HubSpot

While not a dedicated construction platform, HubSpot is a market leader and a more traditional CRM for those contractors who need more customization and deeper visibility into their marketing funnels and sales processes.

CRM Integration

For construction contractors using ProCore, they’ll have a range of options to choose from as the platform integrates easily with many CRM solutions.

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What is the best photo and video software for my construction business?

Capturing quality images of the job site not only augments communication with customers, it also assists with tracking project progress. Here are a few of the top options for photo and video tools:

CompanyCam

CompanyCam is designed for the field, with the ability to add annotations to images, generate reports and translate communications into other languages right within the app.

Raken

With Raken you can use imagery to amp up your daily reports, timestamp photos and keep your documentation organized in user-friendly galleries.

TaskTag

TaskTag is a builder-centric image capturing tool that integrates directly with your project management activities, helping you keep tabs on your project in real time.

LiveSwitch

LiveSwitch stands out for helping contractors protect their bottom line through improved communication with customers using photo and video functionality.

How can I incorporate AI into my job site documentation?

Various AI-based construction platforms, such as OpenSpace and Holobuilder, use 360-degree image capturing to generate analytics and progress reports automatically.

What is the best marketing software for my construction business?

Once you’ve got your marketing strategy figured out, it’s natural to turn your attention towards finding tools that will help streamline the process.

The world is awash with marketing platforms, but there are really two types that construction contractors ought to focus on.

Lead Nurturing

These are software products that help you automate your marketing pipeline, including time-consuming tasks like following up with leads.

• HubSpot – This one probably looks familiar! HubSpot has perfected the art of automation and reporting. While not construction-centric, they are still a behemoth in the marketing field.
• GoHighLevel – GoHighLevel consolidates lead capture and nurturing, and is big with agencies, so if that’s the route you’ve decided to take with your marketing approach, this could be a good fit.

Reputation Building

For construction contractors, good word of mouth goes a long way. Here are a few platforms to help it go even further.

• NiceJob – NiceJob pops up frequently amongst the construction contractors at Breakthrough Academy, with features that have been proven to enhance visibility and win customers.
• Podium – Podium Reviews has multiple features to help garner reviews from customers and ensure you don’t miss out on opportunities to gain more stars.
• Birdeye – Birdeye has really embraced AI and their Reviews Agent automates much of the review-chasing process. This platform is more likely to be of interest to construction companies servicing multiple locations.

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Tech Stack Summary

We’ve covered a lot… we know. To finish up, here’s an at-a-glance rundown of the main platform options mentioned throughout this article. They aren’t presented in any particular ranking, as ultimately the ideal solution is the one that best meets your needs.

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Ready to take on your tech stack? Download the Breakthrough Academy Tech Stack Quick Tool today. It will help you figure out what you need and where to start with putting together the ideal combination of tools for your team.

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